Executive Assistant to County Administration - Botetourt County Virginia

Executive Assistant to County Administration

Job Summary:

Performs responsible secretarial and administrative work involving the performance of clerical and transciptionist tasks; does related work as required.

The Executive Assistant to County Administration is responsible for performing skilled, professional and high-level administrative work in providing direct assistance to the County Administrator, Deputy County Administrator, and the Board of Supervisors through a wide range of assignments and projects.

An employee in this class performs general office duties independently with only general supervision. This employee must possess the skills necessary to keep and maintain neat meetings and updates the Board of Supervisors minute and ordinance books. This employee works directly under the County Administrator.

Key Responsibilities/Essential Functions:

• Always do the right thing.
• Promotes the vision, mission and values of the County.
• Performing administrative and research assignments in support of the County Administrator.
• Preparing and attending the Board of Supervisors meetings each month – notifying the press and the public of upcoming meetings, obtaining necessary information, assembling the agenda, attending meetings and taking Minutes, typing minutes into the computer.
• Posting agendas and minutes to County website.
• Typing letters and extracts after the meeting.
• Putting meeting Minutes into the minute book and updating the ordinance book when necessary.
• Sending copies of new ordinances to Municipal Code Corporation for inclusion in the County Code.
• Scheduling meetings and doing necessary preparatory and follow-up work.
• Attending Executive Leadership Team (ELT) meeting and taking notes.
• Maintaining various meeting room schedules.
• Answering telephones.
• Setting up appointments for the County Administrator.
• Opening the mail.
• Tracking Purchasing Card (Pcard) receipts and entering into Works system through Bank of America.
• Interacting with the public.
• Provides support to the County Administrator, Deputy County Administrator, and Board of Supervisors by performing a variety of administrative and supportive tasks.
• Monitors status of projects and activities, as assigned, and keeps the County Administrator informed of status.
• Serves as Deputy Clerk to the Board of Supervisors. Attends County Board meetings, takes minutes, and assists in preparation and distribution of the Board's agenda in coordination with County Administrator.
• Serves as the County's FOIA officer and Records Manager.
• Maintains files and records related to Board meetings and activities.
• Schedules meeting rooms and sets up media equipment and tables/chairs, as needed.
• Responds to inquiries and public requests for information.
• Distributes and maintains Statement of Economic Interest Forms for County Administrator, Deputy County Administrator, Board of Supervisors and applicable committee members.
• Provides guidance and support to other County departments, as needed.
• File insurance claims with VACORP.
• Performs other related job duties as assigned.

Job Requirements:

Comprehensive knowledge of office terminology and procedures, secretarial techniques, business English, spelling, and arithmetic; thorough knowledge of departmental functions and organizational operations; ability to type accurately 60 words per minute with no errors; ability to take and accurately transcribe dictation at 80 words per minute; ability to operate a variety of office equipment, including transcription equipment, fax, computer, and other information processing equipment; ability to perform administrative duties and to direct the activities of other employees; ability to follow complex oral and written directions; ability to make decisions in accordance with policies, procedures, and laws; ability to maintain the confidentiality of information handled within the office.

• Knowledge of the principles, practices, and procedures of public administration.
• Knowledge of relevant federal and state laws, local codes, and County policies.
• Ability to establish priorities, organize work, and communicate effectively by written and oral means.
• Ability to deal effectively with organizational, management, human relations, and technical subjects.
• Ability to effectively communicate and interact with elected/appointed officials, management, employees, members of the public, and all other groups involved in the activities of the local government as it relates to the County Administrator's office.
• Ability to assemble information and make written reports and documents in a concise, clear, and effective manner.
• Ability to use independent judgment and discretion in handling a variety of situations and events, determining and deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems.
• Ability to utilize Microsoft Office Suite and other office software at an advanced level.
• Aptitude for learning and utilizing computer software programs.
• Maintain confidentiality while working with highly sensitive information.
• High School Diploma or GED equivalent required. Supplemental college course work related to position preferred.
• 5 years clerical or secretarial experience desired.

Physical Demands/Special Work Environment:

• Constantly operates a computer, other office equipment. These tasks involve movement picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand.
• Substantial movements (motions) of the wrists, hands, and/or fingers.
• Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
• Required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading and data input.
• Workers must be able to remain in a stationary position for up to 70% of their workday.
• The person in this position needs to occasionally move about inside the office to attend meetings, access files, office machines; to interact with coworkers.
• The person in this position frequently communicates and exchanges information with co-workers and must be able to exchange accurate information in these situations.

Reports to: County Administrator

Supervisory Responsibility: None

Botetourt County provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by

people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties,

and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal

responsibilities from time to time, as needed.